HOA
Board Meeting Schedule | Minutes 2023 The Villages at Sleepy Hollow Homeowner's Association, Inc.
Board Of Directors HOA Meeting Schedule
March 6, 2023
|
● Annual
Meeting Registration
6:00 – 6:30 p.m. Meeting 6:30
p.m. – 8:00 p.m.
|
May
8, 2023
|
|
July
10, 2023
|
l Budget Meeting Review & Approve 2024 Budget
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October
9, 2023
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l Budget
Meeting Ratify 2024 Budget
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Unless notified otherwise, all meetings commence at 6:30 p.m. and are held at:
Cross Pointe Church of the Nazarene
27765 Nanticoke Road
Salisbury, MD 21801
All members of the community are encouraged to attend meetings. Board of Director's HOA Meeting Minutes Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. October 10, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
The
meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.
Directors in
Attendance: Karon
Dennis (Secretary), William Jackson (Non-Age
Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large)
and Wendy Bailey (Treasurer).
·
Quorum present? Yes
Karon Welcomed the Homeowners in Attendance:
· Willie Simons, Karen Simons, Susan Rainey, Cathy
Turnbaugh, Rejane Jackson, Tim Harig, Jarvis Cain, Julie Cain, Mark Tyler,
Karri Baskin, Linda Hooker, Paul Hooker, Melissa Bugdal, Nancy White, Barbara
Powell, Judi Jones, Keith Bounds [17 Members present].
· Special
Recognition Honor: On behalf of the Board of
Directors, Mr. Jarvis Cain was awarded a Certificate of Appreciation for his Perfect
Attendance record at The Villages at Sleepy Hollow Homeowner’s Association
Annual and Board of Directors Meetings since November 2005. Mr. Cain was
on the original Developer/Homeowner Transition Team supporting the process to
become an independent association and a member of the first HOA board. He was
acknowledged for bringing a great deal of wisdom to that first board. Mr. Cain
was surprised and stated that “Those early times were a lot of fun; eventually we got
things done and we made it!”
President’s Report:
· Lawn and Irrigation Guidelines – Process for Reporting
Issues: Every April, guidelines are
emailed to homeowners which outline the steps for reporting lawn and irrigation
problems/concerns. It also states that when there are changes to lawn
maintenance or the irrigation schedule, the change is posted on the website and
NextDoor. In the past the secretary (Karon) was responsible for posting on the
website and the president (Robert) posted on NextDoor as the Sleepy Hollow Lead
(established that account on the social network). After the president
resigned, Karon acknowledged that she failed to put the changes on NextDoor
assuming she didn’t have the “rights” because she was not the Lead. Secondly,
it was important to emphasize in the minutes that if homeowners follow the
process to report an issue via the website, immediate action can be taken with
the homeowner to resolve the problem or concern. Those without access to a
computer, should call the HOA phone and the issue will be created on their
behalf. When you access the website, any bulletin is posted under the section
titled “SLEEPY HOLLOW LAWN CARE.” Examples would be (a) rain delays
cutting, or (b) the irrigation zone run time has been increased to minimize the
grass’s stress due to drought. If the bulletin(s) listed do not address your
issue/concern, proceed down to the bottom of the page to the section title “Reporting
Lawn or Irrigation System Problems/Concerns.” Once completed, an email is
immediately sent to Carl Cottingham at Delmarva Lawn Care and Sleepy Hollow
Outlook (Karon). In most cases Carl responds within a couple of hours or no
later than days end. The homeowner and Sleepy Hollow receive his response via
email, or phone for those without access to a computer. Following this process
helps ensure the concern is addressed quickly and when the invoice is received,
we have a tracking mechanism for the work completed. For instance, a line item
appears on the bill for repairs to the irrigation system due to a tree’s root
system in the back yard, but there is no issue to document this work. This is
troubling and time consuming to resolve. To clarify,
1.
Go to the website
and check for Bulletin updates
2.
If your
concern/problem is not disclosed, scroll down, and create an Issue Report
3.
Do not go
directly to the lawn care contractor or his sub-contractor to report a
problem—you must file an issue report for them to act. Exception to the rule: Directing the lawn
care contractor or his sub-contractor to perform work for you personally that
is outside of the HOA coverage.
o
What
happens when things are damaged? Any
damage to a homeowner’s property resulting in work covered under the HOA lawn
care contract as performed by the HOA contractor should be reported immediately
via the website portal for resolution.
o
HOA
Disclaimer: As stated, the Lawn and Irrigation Guidelines
are emailed to homeowners in April of each year. If a home is sold after that
time and the secretary receives an authorization form from the new homeowner to
communicate via email, the April guidelines communication is sent. This action
is two-fold: (a) it validates their email address is recorded in the database
correctly; and (b) provides the new homeowner with the procedures to report an
issue/concern for lawn care and/or irrigation.
· City of Salisbury – Process for Reporting Issues: Recently, a homeowner reported a pothole on Tappan
Lane. We explained that this issue is
handled by the City and can be reported on their website at https://salisbury.md. Citizens can report any of the following directly to
the City: Animal Problems; Housing & Community Problems; Land Use and
Permit Problems; Park & Tree Problems; Road Problems; Non-Emergency Police;
Snow & Ice Problems; Streetlight Problems; Trash Problems; and Water &
Sewer Problems. As a courtesy, a document has been prepared showing the steps
for reporting a problem through the city. Simply send an email request for a
copy of the instructions to sleepyhollowmd@outlook.com.
· Overview of Miscellaneous Issues Addressed Since Last
Meeting: (1) Flooding on Tappan |
Fire Suppression System – A full report was forwarded to the board on the
flood that occurred under a cluster home on Tappan Lane on July 17th.
The City of Salisbury Department of Public Works and fire department personnel were
on-site. The Water Department called Sure Fire Protection company to inspect
the Fire Suppression System located on Van Tassel. The technician reported that
there was no failure to the system. Each cluster home (tri or quad unit) located
on Tappan Lane and Van Tassel are connected to the fire suppression system in
case of fire with an alarm on the exterior and water sprinkler on the interior.
The damage to the property was not a result of the Fire Suppression System; a
pipe burst under the home. (2) Emergency
Irrigation Issue on corner of Tarry Town and Bell Creek – On September 7th
it was discovered we had a blown irrigation line (pipe) that created a
geyser-like effect at the new construction build site. Water flow was going
through a 2.5-inch pipe to a 2-inch pipe that ran under the street to the
construction site to another 2.5-inch pipe. The line broke at the 2-inch point. It was noted that as we increase the number of homes being serviced on a
line, we may encounter more repair as the system ages. (3) Dead Tree on
Hessian Way – After review of our 2004 community plat plan, it was
confirmed that the tree in question was a “street tree” and therefore needed to
be replaced by the HOA. It was removed and replaced with a crape myrtle on
October 6th.
· Fall Community Yard Sale: Our Fall event was postponed due to weather and held
instead on October 8th. There appeared to be a lot of activity. Posting
of the 2023 schedule on the website will appear soon; typically, it is held on
the first Saturday in May and October.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (July
11th), Cathy reported on the three (3) ARB requests submitted, reviewed,
and approved.
|
Date Submitted
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Date Approved
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Location
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Description
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1.
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7/27/2022
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08/03/2022
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6033 Bell Creek Dr
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· Installation of deck and fencing
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2.
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08/08/2022
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8/10/2022
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28156 Raynor Ln
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· Shed installation
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3.
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09/18/2022
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09/18/2022
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6028 Fire Fly Dr
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· Replacement of existing deck
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· Homeowner followed ARB requirement to provide a color chip
last year to paint their shutters, but questioned why a quad grouping has one
bright teal when the other three have hunter green shutters? Cathy stated that some homeowners do things without
the approval of ARB. So, what happens then? The homeowner is sent
a letter of non-compliance that they did not follow the Architectural Review
Board standards. We don’t penalize anyone; haven’t done that to date. Can we? We
could, but is that the kind of neighborhood we want? Generally, if a duplex or
quad unit wants to go from black to green shutters, we encourage that the
requestor has a dialogue with the other homeowners in the quad and get
consensus to paint all the shutters the same color and resubmit their request
for approval to the ARB Committee. Do you have to paint your shutters the
same color? We did, but can you paint it a different color? Cathy
reported you can, but you need to submit a request along with the chip color
and she would follow-up accordingly.
o
Action
Item: William suggested that the
board review the ARB guidelines and talk about any other actions we may need to
take as far as architectural concerns.
Secretary’s Report:
·
July Board of
Director’s (BOD) Minutes: The
following changes, in part, were recommended to the July 11, 2022, recorded
minutes distributed to homeowners via electronic mail on August 11th and
posted on the website. (1) Add
missing homeowner’s name to the Roster – Jarvis Cain and Julie Cain under Karon
Welcome the Homeowners in Attendance. (2) A correction in
wording under President’s Report | Acknowledgement of R.
Holland’s resignation should read “…By record of these minutes, we formerly formally accepted the...”
Motion was
made by William, seconded by Sue to approve the July 11, 2022, minutes, as
amended. Motion carried unanimously.
o
Action Item: Karon to remove the DRAFT watermark,
amend the sections disclosed above and add a footnote to denote the date
approved, as amended. Approved/amended copies to be sent to each Board
member and posted on the HOA Website.
· Record of
Executive Session: Karon reported to
the members present that since the last Board meeting held in July, the Board
went into Executive Session to address issues in accordance with the Maryland
HOA Act permitting a closed meeting. A summary follows:
|
Date of Action
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Date of
Conclusion
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Topic
|
Description
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1.
|
08/10/2022
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08/10/2022
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Fire Suppression Inspection
Report and Repair Plan
l
Mast Electrical Service
|
· Purpose of Session: To review the current
condition of the Fire Suppression System and the requirements to winterize the
system.
· The Board acted by written consent to accept the
repair action plan submitted by Mast Electrical Service for parts and
materials to replace and install a new GFI receptacle, heat tape, wrap and
strap insulation. Estimated cost of winterization - $317.42
o Action Item: Assign a board member to prepare a white paper defining the purpose
of the fire suppression system and the maintenance recommendation for
homeowners living in the cottage homes (tri-and quads)
Cathy motioned to approve the Record of Executive Session minutes;
seconded by Sue. The motion was
carried unanimously.
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2.
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08/12/2022
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08/12/2022
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2023 Proposed Annual HOA Budget
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· Purpose of Session: To officially vote to adopt
the 2023 Proposed Annual Homeowner’s Association (HOA) Budget presented at
the July 11, 2022, Board of Director’s meeting. Minutes showed the board
moved to another topic that impacted the budget and was to return to vote on
budget approval. The board failed to remember to return and take action to
approve.
· The Board acted by written consent to accept the
budget as presented and to forward the proposed budget to the membership no
later than September 10th.
Sue motioned to approve the Record of Executive Session minutes;
seconded by Wendy. The motion was
carried unanimously.
|
3.
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08/30/2022
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08/31/2022
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Special Project for Overseeding Common
Area Entrance
|
· Purpose of Session: To review the proposal to
overseed common areas needed to be done before the end of September
· The Board acted by written consent to approve the proposed
plan submitted by Delmarva Lawn Care for $1,800 to overseed the common area
entrance to compliment the health of the grounds.
William motioned to approve the Record of Executive Session minutes;
seconded by Cathy. The motion was
carried unanimously.
|
Treasurer’s Report:
· Financial
Reports | Balance Sheet: The Balance
Sheet as of September 30th showed Total Cash at $305,777.41 and a
negative Accounts Receivable of -$94.50 representing prepayments of HOA fees,
for Total Assets at $305,682.91. Retained Earnings are $247,587.77 and Net
Income at $58,095.14. Wendy noted that the account was opened at Tidemarkàmoved money to get a higher rate of interest.
September interest was $140.30. In
comparison, interest for the same period would have been $24.84 at the Bank of
Delmarva (1% versus .18%, respectively).
· Financial
Reports | Budget Analysis: The
year-to-date Budget Analysis ending September 30, 2022, delivered to the Board
reflected Total Income ($139,150.22) and Total Expenses ($81,055.08), with a
Net Income in our working fund at $58,095.14. The analysis showed Actual versus
Budget per line item. The budget
target for the 9th month is 75%.
· Delinquency
Report: One (1) delinquent homeowner
remains in foreclosure. Property is still showing in deceased homeowner’s name;
no action to date by FHA|HUD outside of assigning a case number.
· Money Market
Account – Opened at Tidemark: See
reference to account opening under Treasurer’s Report | Financial
Reports – Balance Sheet.
· Reserve Fund CD – First Shore Federal: Wendy reported we need new signatures for the
Certificate of Deposit account; there are two (2) signatures on the account,
but neither one is a member on the current board. Interest is at 1% and we
would like to inquire as to any penalty clause(s), but we can’t get access to
that information until we secure new signers on the account. Changes to the
account must be done in person and we need to include a copy of the minutes
disclosing the approval of new signers for the account. Effective immediately,
it was agreed that the new signers on the Certificate of Deposit held at First
Shore Federal would be Wendy L. Bailey and Sue Revelle. As authorized signers
they have permission to perform actions for the owner of the account.
· Ratification – 2023 Annual Budget: The 2023
Proposed Annual Budget was presented at the July 11th Board of
Directors meeting and approved via Executive Session on August 12th.
Motion
was made by Sue, seconded by William to ratify the approved 2023 Annual Budget.
If there is a surplus in the
budget, is there a chance in the future that the fees will go up or stay the
same? The budget is calculated as
though we have a zero balance. Anything that is left becomes retained earnings
and it is reserved. There being no further questions, the motion
carried unanimously. (Refer to Exhibit 1 – 2023 Budget attached)
· CPA Annual
Report – Year Ending 31-December 2021: Wendy delivered the completed copy
of the compilation review completed by Philip Wheatley, CPA. It was noted that
(a) for the size and scope of what we do, cash basis of accounting is fine; (b)
we furnished and discussed the reserve fund analysis with the CPA, (c) if you
pull the financial statements from the 2021 annual packet and compare with the
financials in the compilation report, they would not be the same because theirs
have adjusting entries; (d) due to downsizing next year’s review of the
association’s books will be done by Kortney, a Public Accountancy within Mr.
Wheatley’s organization. This action would still follow the HOA By-laws
requirements.
Committee Reports:
· Welcome
Committee: Sue thanked Barbara Powell,
Judi Jones and Cathy Jennings for their support and work on the welcome
committee. Two (2) new residents were greeted since our last meeting, for a
total of 11 new homeowners for the year.
· Social
Committee: It was guesstimated that
we had about 50-60 people attend the ice cream social held on August 14th.
The event turned out very well, many attendees gathered and engaged in
conversation with one another. Sue gave a shoutout to Robert Holland for
chairing this successful event. Where was the ice cream coming from?
The ice cream was provided by Vanderwende’s Farm Creamery, Bridgeville,
DE. Do they sell locally? The ice
cream was good! Locations: Bridgeville
site is open daily, Greenwood DE is seasonal; Dewey Beach DE and Fenwick Island
DE are open April thru October, and Philadelphia PA.
· Records Retention Committee: Wendy delivered to the board a Records Retention
Guidelines document outlining the practices to use to maintain
important information for a required period for administrative, financial, legal,
and historical purposes. After discussion, a motion was made by Cathy and
seconded by William to approve the guidelines, as amended. There being no
further questions, the motion was unanimously approved.
· Easement Sub-Committee: William reported on the issues that were occurring
here in the community, specifically the easement area in question coming off
Cross Creek Drive on the boundary between the Sleepy Hollow subdivision and
that of Willow Creek subdivision. On Sept 14th he walked and looked
at different things – area where city maintenance stops and starts with county
maintenance on both sides with Delmarva Power along the high-tension lines;
took measurements to determine where property lines are as to who owns what in
that easement area. The committee (William and Sue) met for review; Sue
conducted more research and summarized her meeting with the City of Salisbury
Planning and Zoning Department.
Overview of Who Owns What on the Easements:
o
Utility
Easement: The measurement for Sleepy Hollow is 25 feet and measurement
for Cross Creek is 75 feet from the middle of the electrical pole. We
own the property and DP&L has been given an easement from the HOA. Sleepy Hollow
is responsible for the maintenance of the 25 feet from the pole center for
mowing and clearing the brush.
o
Forest
Conservation Easement: The trees in the Forest Conservation Easement issue were
researched. According to an email to
David Shipley, previous board member dated February 4, 2010, “The Forest
Conservation Easement that encompassed parts of many residents lots has been
removed from the property. It has been
moved to a mitigation bank off-site.” Sue was informed that if true, the
City would have to have a new plat done, submitted to the City, and recorded.
The City representative was unable to locate a new plat but will continue
searching. If the trees are under the forestation and not off-site, nothing can
be touched in that easement until the City is notified and they inspect the
tree and confirm it is dead.
As a side note, Sue questioned who was responsible for
damage if a tree falls (in the yard, on their fence or house). According to the
City representative, there is an old, but still in effect law (2014) that says whoever’s
property the tree(s) falls in/on, that property owner is responsible to repair
the damage. You can trim a bush or tree that is over hanging on your property if
the trimming does not go past your property line.
Sub-committee Recommendations:
o The sub-committee recognized that there were many
things to consider and still several layers that need to be uncovered. Their suggested
recommendations were presented specific to marking property corners, lawn care
maintenance requirements and signage. Can confirm that (a) the 75 ft from the
center of the pole butts up against all the homeowners’ properties on the Cross
Creek residents’ side and (b) some Cross Creek homeowners are using the Sleepy
Hollow HOA property easement for their personal intent.
It was
determined to give the members of the board an opportunity to peruse and digest
the material presented and allow the committee time to secure written confirmation
from the city on the Forest Conservation Easement plat before meeting to firm
plans on how to move forward on this project.
Unfinished Business:
· Storm Water Management – Pond #2 (Van Tassel | Bell
Creek): This project was approved in
the July meeting, but work delays have moved its scheduled target completion
date. As of October 5th, the installation of the riprap to mitigate
the erosion is set to start in the next two weeks. William stated that during
his walk around the community he and Sue saw several ponds where erosion was
evident around the edges of the ponds (scalloped edges). Wendy mentioned that
wetland plants on the shoreline is a method used to stabilize the pond banks.
Mr. Cain spoke to the past having a Ponds Committee responsible for checking and
recommending shoreline strategies that might be considered to prevent erosion
of the property. The expectation is that City personnel will be performing pond
inspections in spring 2023.
· Tree Ownership/Responsibility – 6024 Tarry Town Road: Recently a list of 7-8 properties were identified by
a city inspector as being in violation of the code for a nuisance tree. A homeowner
cited questioned as to the tree being his or an HOA “street tree.” The board
asked to meet with the homeowner so that we could inspect and make an accurate
determination. If the tree is the property of the HOA, the board will notify
the City to mark their records accordingly. This issue is still outstanding but
is made a part of the minutes to ensure it is tracked and comes to a resolution.
o
Action Item: Karon to contact homeowner to schedule a meeting to look at the tree
and make determination.
· Sidewalk – Repair Responsibility – The City of
Salisbury and Resident Owner: Homeowner Lorrie Dollar forwarded a list of seven (7)
areas that needed sidewalk repairs. Sue believes there are also a couple of
areas around the clocktower. We also received a message from a homeowner that
her sidewalk was disintegrating and wanted to know what the HOA was going to do
about it. We have contacted the City to find out the next steps. Their response
follows: “Sidewalks, Curbs and Gutter Pans are the responsibility of the
homeowner that runs along their property lines. If you have sidewalks that you feel need attention or possibly
replacement, that is managed by The Department of Infrastructure &
Development Department William White – Transportation Project Manager
410-548-3170). You would need to contact their office and they will walk you
through the process for review.” It is a holiday, but we have reached out
to the project manager to secure further information on how the repairs are
scheduled and completed. Sidewalk maintenance in common areas would be the
responsibility of the HOA, and sidewalks located on the frontage of a property
would be the homeowner's responsibility
o
Action Item: Once the
process is outlined by the city, the board will need to create an action plan
for the repairs. A communication will be created and forwarded to the impacted
properties.
New Business:
· Lawn &
Maintenance Contract – 2024 thru 2026: We received a proposal for a new contract from Delmarva Lawn Care, LLC.
It is identical to the current contract with a 5% increase in 2024: no increase
in 2025 and a 5% increase in 2026. The only difference in the contract is that
it does include the same fuel surcharge, but it is capped at $200 like we are
doing now. It was believed that equipment purchases, and certifications were
among the reasons for submitting the 3-year contract in advance. The opinion
expressed was that inflation sits at a little under 8.5% and it would be a
WIN-WIN for the HOA to secure a contract with a 5% increase in 2024 and 2026,
plus either party can get out of the contract with a 30 days’ written notice. I
would hate to see us stuck with these people for 3 more years. That is up
to what the Board decides to do. We [homeowners] don’t have any say who
takes care of our lawns? Exactly.
The board agreed to tie this topic with the work on
the easement – have them look at the work requirements and determine if it warrants
these tasks be added to the new contract or as a separate work order. The board
deferred further discussion on the 2024 – 2026 contract at this meeting. Our
current landscaping and irrigation contract stands through December 2023.
Will the new contract have the same number of lawn
treatments? If it is the same number, he didn’t complete them all this year and
we need to hold his feet to the fire. We acknowledged that we have on record the homeowner’s concerns and
agreed to implement a system starting in 2023 to track on the website as work
is completed by the lawn contractor.
As a new homeowner I am aware that the landscaper
takes care of the front of the house, but not the back of the house. When will
I get mulch—it looks like it hasn’t been replaced in 3 or 4 years. I have a
rose bush in the front of the house, do I pull my own rose bush? It was recommended that the homeowner go online and
report those concerns. Also directed the homeowner to the listing and schedule
of lawn care activities for common areas and the age restricted areas on the
website under the tab <Maintenance of Common Area>.
Open Discussion: Homeowners
Concerns/Comments:
The
floor was opened for general questions and comments.
When do you propose that you will get back to us on the trees in the
Forest Conservation Plan? Sue
plans on reaching out to the city if she hasn’t received anything by weeks end.
The committee will extend a time limit and will ask where we stand if they
haven’t located the plat at that point. William confirmed the committee would
meet and make determinations once all the information is available. I
called my insurance company today and explained the situation –I worry about
the trees, not the ones living, but the ones dead. She told me “If a tree is on a location that
is not yours and it falls on your house, your insurance will cover the damage
(less deductible).” Once the city advises the status of the Forest
Conservation, the committee can meet with a city representative and identify
the trees that are dead and put together an action plan for next steps. Mrs.
Hooker commended Sue and William on a job well done.
Homeowner again expressed discontent about an ARB approval for a
neighbor’s fence that did not follow the standard installation rule of 5 feet
from the property line. There are no consequences – the battle is now hers to
fight. What you are planning to do is a good thing relative to signage, but you
need to make sure we have legal footing. When you
speak about people being out of compliance, raise your hand if you want your
fees tripled so that we can pay an attorney to argue with someone who painted
their shutters the wrong color. Why do we have an ARB if you are not
going to enforce it? The homeowner was asked if she would like to join
the ARB Committee. The problem is your rules are not there. That
is what the committee is for – look at the rules; recommend changes. It
costs thousands of dollars to change the covenants. Any change in a
covenant requires 90% of 193 members to attend a meeting and vote. It is hard
to get enough homeowners to attend and make the quorum to hold an annual
meeting. If you don’t support your group, you can’t expect change to
happen. You can bet the ones that don’t come are the first to complain.
When can we ever expect any improvement – talk about being out of
compliance – our lawns have been out of compliance all summer long with the
grass height with the recommendations from the city. If he would cut the grass
shorter, cut the grass even – it looks terrible. I expected better than what I
was getting. He’s a nice guy, he calls you back, but there is no resolution on
things. Karon directed the
homeowner to look on the website to see the schedule of treatments that are
covered under the contract specific to weeding and broadleaf, etc. She also encouraged
the homeowner to go to the website and document any issue so that the lawn
contractor and lawn committee can address the occurrence as it happens. You
don’t care; all the neighbors will get citations; this is in the age restricted
area. That is not true; we do care.
The
meeting was overextended to accommodate questions, and was adjourned at 8:12 p.m.
·
Next Meeting: The
next Board of Directors meeting is scheduled for March 6, 2023.
Minutes submitted by Secretary, Karon
Dennis “DRAFT”
watermark denotes Unapproved Meeting Minutes
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. July 11, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD ___________________________________________________________ The
meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.
Directors in
Attendance: Karon
Dennis (Secretary), William Jackson (Non-Age
Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large)
and Wendy Bailey (Treasurer). ·
Quorum present? Yes
Karon Welcomed the Homeowners in Attendance: · Rejane Jackson, Dottie Harris, Geoff Harris, Linda
Hooker, Paul Hooker, Lorrie Dollar, Curtis Williams, Cathy Turnbaugh, Evan
Lane, Roy Sowers, Judith Jones, Barbara Powell, Melissa Bugdal, and Gail Fykes, Jarvis Cain, and Julie
Cain. [14 16 Members
present].
President’s Report: · Acknowledgment of Robert Holland’s Resignation: By record of
these minutes, we formerly formally accepted the resignation of Robert Holland as a
member of the Board of Director so designated in his written message dated June
10, 2022. The board took the opportunity to express their sincere gratitude for
his five (5) years of service as a member and Board President. They also
acknowledged his, and his wife’s dedication to the beautification of this
community. He worked many long hours on a vast number of tasks and services for
which we have all benefited. o
In the absence of
a Vice President, the first order of business was to appoint a replacement for
a President to preside. No board member was ready to accept the appointment, so
Karon continued to facilitate the meeting. o
For this and
future meetings, there are five (5) members on the board so a quorum can be met
to continue to work in the community’s best interest. We encourage any
homeowner interested in joining the board to send an email to sleepyhollowmd@outlook.com with a summary of their qualifications and why they
would like to become involved.
· Status of Irrigation Schedule: The run time for the irrigation system was increased
by 30% and the scheduled runs reset for Friday, Sunday, and Tuesday evenings.
Any changes to the schedule are posted on the HOA website. · Community Bulletin Board Vandalism: The board was notified on June 15th that the
bulletin board on the Clocktower building was damaged—large hole in center and
spider cracks in the plexiglass door. As a community handyman, Robert Holland
offered to make the necessary repairs.
Work was completed on June 22nd. ~See Meeting Minutes for further details
on costs. · Ice Cream Social: The ice cream social that was
postponed several times last year because of weather is set for Sunday, August
14th at Raynor Lane from 1 p.m. to 3 p.m. Robert Holland, Chair of this event, has
confirmed with the ice cream vendor, Vanderwende’s, that “it is a go.” An email
blast reminder will be sent to homeowners in advance of the social date. At
present there is no rain date identified. · Fall Community Yard Sale: Our Fall event
is set for Saturday, October 1st with a rain date of October 8th.
Vice
President’s Report: · Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (May
9th), we have had two (2) ARB requests submitted, reviewed, and
approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
06/01/2022
|
06/02/2022
|
6080 Tarry Town Rd
|
· Installation of paver patio
|
2.
|
06/12/2022
|
06/15/2022
|
6119 Irving Way
|
· Shed
|
·
We had an
inquiry for an approved fence company list. Did the homeowner contact you about
installation on his property? Cathy confirmed that no further information or ARB
request has been received.
Secretary’s Report: ·
May Board of
Director’s (BOD) Minutes: The
following changes, in part, were recommended to the May 9, 2022, recorded
minutes distributed to homeowners via electronic mail on May 20th and
posted on the website. (1) Spelling
correction in strikethrough and red of the name of homeowner, Tom Haig
Harig, under Robert
Welcome the Homeowners in Attendance. (2) A
correction in wording under Treasurer’s Report | HOA Fee
Delinquency Recap should read “…however, mail at that address is
now being returned to by the post
office.” A motion was
made by William to approve the Draft of the May 9, 2022, minutes, as amended
above. Motion was seconded by Cathy and stands approved. o
Action Item: Karon to remove the DRAFT watermark,
amend the sections disclosed above and add a footnote to denote the date
approved, as amended. Approved/amended copies to be sent to each Board
member and posted on the HOA Website.
· Record of Executive Session: Karon
reported to the members present that the Board went into Executive Session on June
15, 2022, to review the report, pictures, and action plans on the damage to the
Community Bulletin Board. Service request to the local repair person was to
remove, replace and install a new window door panel; then place silicone around
to seal out moisture. The period of service ran from June 16 thru June 21. The
board acted by written consent to accept the action plan to complete the
repairs at an estimated cost at $100. The final expense was $90.93. The motion
made to include the Record of Executive Session in the minutes was unanimously
approved as written.
Treasurer’s Report: · Monthly
Report: The Balance Sheet as of June 30th showed
combined assets in our checking and savings accounts at $337,295.77 (●Bank of Delmarva [checking]
$182.68; ●Reserve Fund at Bank of Delmarva [checking] $86,779.25); ●Money
Market Bank of Delmarva [operating
account] $114,412.82; and ●Reserve Fund CD at
First Shore Federal $135,921.02. Our net income was $89,613.50.) · Budget
Analysis: The year-to-date Budget Analysis delivered to the
Board reflected Total Income ($138,115.59) and Total Expenses ($48,840.12),
with a Net Income in our working fund at $89,275.47. The analysis showed Actual
versus Budget per line item. The
budget target for 2nd quarter would be 50%. Lawn and Irrigation is
below budget because the January invoice billed early was received and paid in
December 2021. Insurance has gone up a little, but otherwise there is nothing
of concern. · Reserve Fund Analysis:
Wendy reviewed with the board the
HOA Reserve Fund long-term schedule and identified several components where the
cost of repairs and replacement could be adjusted based on her recent reserve
fund study she conducted. Those component line items were Sidewalks/Curbs, Storm
Water Management, Irrigation System and the Clocktower. In the past the annual
Reserve Fund had been reduced to $16,321 from $18,821 based on expected
investment income. After this study, the
proposed reserve funding for 2023 is $13,779.
PROPOSED RESERVE FUNDING
FOR 2023
|
PROPOSED
FUNDING
|
LINE-ITEM
CHANGE
|
Irrigation
|
$
9,779.00
|
No Change
|
Clock | Clocktower
|
$ 0.00
|
$( 341.00)
|
Storm Water Management
|
$
3,000.00
|
$(1,930.00)
|
Sidewalks
|
$
1,000.00
|
$(2,771.00)
|
TOTAL
|
$13,779.00
|
|
Refer to “Reserve Fund Analysis” for study details
o
Action Item: Karon to generate and affix an
Addendum to the original Reserve Fund Analysis to show that the 2023 Reserve
Contribution of $18,821 will be reduced by the sum of $5,042 representing the
change in funding in Irrigation, Clock | Clocktower, Storm Water Management and
Sidewalks. As a result, the 2023 net contribution for the budget line item “Reserve
Fund Contribution” is shown as $13,779.
Is there any script on when a sidewalk must be replaced? While walking
my dog I have come across sidewalks that are raised because of a tree root
system. Thus far, we have addressed
areas that may cause a trip hazard. Karon requested the homeowner forward a
listing of the sidewalks in question so that the Board can investigate those
areas further. NOTE: (1) We cannot make repairs and send the bill to the City.
The City of Salisbury must inspect the site, agree to the repairs/shared costs before
work can commence. (2) Current repair cost is $11.56 per square foot for full
demolition and replacement.
The
following details are included as a matter of record and clarification as it
relates to sidewalk repair and maintenance: Historical records from the
meeting with The City of Salisbury on the handoff of the sidewalks states that
the City will pay for ½ of the of the repairs for our sidewalks when the
expense is first approved by the City.
Regardless of the over 55+ or non-age restricted area, each homeowner is
responsible for their sidewalks, and repair. The HOA is
responsible for the common area sidewalks only. The homeowner bears
responsibility for sidewalks and the front footage of their property. · Proposed 2023 Annual Budget: Wendy
reviewed the proposed budget with the board highlighting that (a) used the same
interest amount with the money market fund and reserve fund; (b) a new line
item titled MISC Expenses – Storm Water Fees, Fuel Surcharge. The storm
water fees were coming out of the Reserve Fund, but they are not capital
improvements; (c) no change in the annual HOA assessment from the current year.
Wendy reported that the board needed to approve the proposed budget so that it
can be emailed to all homeowner’s 30 days prior to the October 10th
board meeting, and then formally adopt it at that meeting. Once approved in October, it will be emailed
to the homeowners within 30 days. There
being no questions Wendy asked for a motion to approve the proposed
budget. Karon requested that we hold off
with that motion because the budget included fuel surcharge expenses, and the
board had not discussed or approved this new lawn maintenance contract expense.
Committee Reports: ·
Welcome Committee: Sue thanked Barbara Powell and Judy Jones who have been doing an
excellent job as part of the Welcome Committee. Sue reported that we have greeted
six (6) new residents since the first of the year and three (3) more since our
last meeting.
Unfinished Business: · Interest Rate on HOA Cash: There
was a brief discussion in our May meeting regarding the current interest rate
on the HOA accounts and an interest rate comparison at four (4) banks/credit
unions. The topic was tabled until a process could be verified. A concern was
whether it would be inconvenient to do business at multiple banks when handling
transactions to transfer funds, etc. Wendy reported that there is a credit
union in the post office which would not offer any inconvenience since we
collect our mail in the same building. However, any of them, Discover, American
Express, Citibank, Alliant Federal Credit Union, Tidemark, all have 1% right
now, but their rates will be increasing substantially. Wendy recommended that
(a) we move the two money market accounts [Bank
of Delmarva Reserve and Bank of Delmarva Money Market] to another financial institution where we can receive
a minimum return of an additional $1,200 per year, (b) maximize our return in a
“tiered” rate system by combining the two accounts into one money market and
(c) record all interest in the reserve fund in QuickBooks. It is important to know what is in reserve
and in the regular money market~~QuickBooks breaks down the two accounts, but
the bank would only show it as one. At
present, the move would increase our interest income by $101.88 more (in June difference between 0.18% and 1.00%). Earning a
greater return on our cash benefits the HOA and the homeowner. A motion to move the accounts from the Bank
of Delmarva to Tidemark Federal Credit Union was made by William and seconded
by Sue and stands approved. · Authorized Signers on HOA Accounts: The HOA
financial account(s) require (2) two signatures. Robert, Wendy, and Sue are the
authorized signers. As authorized signers they have permission to write/sign
checks and perform other actions for the owner of the account(s). With Robert’s
resignation, Cathy agreed to be the third signer for the account with the Bank
of Delmarva and the new account to be established at Tidemark. o
Action Item: Wendy to prepare
a letter of intent, provide our Articles of Incorporation, tax ID number, signer’s details, etc. to Tidemark upon closing the accounts at the Bank of
Delmarva.
New Business: · Lawn &
Maintenance Contract – Fuel Surcharge:
Delmarva Lawn Care, LLC had no way of predicting the rising cost of
gasoline and did not write a clause in their original contract. DLC submitted an addendum to the contract
expiring December 31, 2023, to include a fuel surcharge if the price of regular
gas rose at or above $4.00 p/gallon. The formula for calculating the surcharge is
based on usage at 50 gallons per week during the grass cutting period April
through October. Example: If gas was $4.50, the surcharge would be $.50 x 50
gallons, or $25. Note: There would be a
surcharge cap at $50.00 p/week, or a gas price of no greater than $5.00
p/gallon. The calculation and payment would be based on actual gas receipts. To
continue to maintain our good business relationship and practices, a motion was
made by Sue and seconded by Cathy to accept DLC’s fuel surcharge addendum. · Authorization to Sign Contracts: In order
for officers to protect themselves against claims they acted without authority,
a motion by William, seconded by Wendy, the meeting minutes herein record the
board’s approval to authorize the Secretary or the Treasurer to sign contracts
in the absence of a President and/or Vice President. · Storm Water Management – Pond #2 (Van Tassel / Bell
Creek): The board reviewed a proposal
by Delmarva Lawn Care to add five (5) tons of R-4 riprap to shore up the
existing outfalls and around the pipe missing riprap on the Bell Creek side to
firm up the erosion next to it. The dig
out of duckweed vegetation was put on hold until the pond inspection by the
City expected in 2023. A motion by Cathy,
seconded by William was made to proceed with the work to mitigate erosion on
Pond #2 at the cost of $1,300. Work will be scheduled on Saturdays with the
expectation that the job would be finished by the end of August. · HOA Records Retention Policy: The subject of
records retention was identified as a topic of discussion. As a starting point for the Association to
develop its own records retention policy, Karon asked that a committee of at
least two (2) board members be appointed to perform a study and make a recommendation
to the board on suggested guidelines of the records it needs to maintain. Sue
and Wendy volunteered for the Records Retention Policy Committee and will
target the October meeting to present their recommendations to the board. · Easement behind Cross Creek: Delmarva Lawn Care notified the board that there is
(1) a fallen tree that is hanging over a fence and needs to be removed – cost
$150; (2) Cut back the tree line 6’ to 8” in that same area – cost $500; (3)
clear-cut and remove all vines, new trees (not part of the plat), brush
– cost $1,500—all original Leyland cypress trees would be preserved. Stumps
would not be ground. Note: The price for Item (3) includes Items (1) and
(2). Sue has walked the easements (Cross Creek and Bell Creek) and suggested that we have a committee look at these
areas before we take any action. Are the easements in question ours (Sleepy Hollow)
or the adjacent communities? Sue and William volunteered as committee members
to address and get clarification on Items (2) and (3); they will include
Carl Cottingham in their discussions and research. Karon to provide the Easement Committee with a
copy of the HOA plat for reference purposes.
A motion was made by Cathy and seconded by William to approve the cost
for Item (1) to remove the fallen tree. o
Action Item: Wendy to notify
DLC to proceed with the work outlined in Item (1) and request a separate
invoice for billing/payment purposes. · DP&L Encroachment from Cross Creek Homeowner: Homeowner Cathy
Turnbaugh had notified the HOA about her neighbor’s fallen tree and easement
maintenance. She stated that Mr. Holland
had informed her that the easement running behind the Sleepy Hollow resident’s
homes on Cross Creek Drive belongs to Sleepy Hollow (40 feet). She also
highlighted the use of the easement property as a personal backyard driveway by
a Cross Creek resident. Questioned as to
who is responsible for easement maintenance and can anything be done about the trespassing
of the other development homeowner? The
board turned over these concerns to the Easement Committee to address during
their upcoming study.
Open Discussion: Homeowners
Concerns/Comments:
The
floor was opened for general questions and comments.
Is anyone else concerned about the houses being added in Sleepy Hollow?
Are we expanding the community? Karon confirmed that there were 16 vacant
lots that the developer sold. The new
owner has been building new construction homes on those lots. We have a total of 193 homes/lots that make
up The Villages at Sleepy Hollow.
On the easement behind Cross Creek and Bell Creek, Carl had indicated
that it wasn’t being mowed around the sprinkler system. Is that considered common area? Some sections
are being taking care of by homeowners and other sections are all weeds. If it
is common area, are we seeding and fertilizing the grounds? With an easement we are not required to seed or
fertilize the property, but it should be manicured. The area was mowed once it
was brought to the board’s attention. On the Cross Creek to Bell Creek to
Fuller Lane easement, there is a triangle of trees that is a mess. It is encroaching the property fence and
tree(s) at 6078 Bell Creek.
Karon asked the new Easement Committee to include these properties in
their task assessment.
Concerns expressed by homeowner regarding (1) a neighbor’s fence that
was built on property line and (2) the lack of maintenance in the forest area
behind their home and others in the community. Who is responsible for fallen
trees or trees falling on residential property? (1) Cathy confirmed that any fence that is approved
by the Architectural Review Board should be installed 5’ inside the property
line. (2) In the past, the board has
discussed the areas known as “Forest Conservation Easements.” These areas are
protected, and you are prohibited from clearing any tree, bush, or vegetation. A
homeowner stated that 16 years ago, there were metal signs in the ground that identified
these areas. Karon asked the new Easement Committee to investigate the Forest
Conservation area(s) further to determine who is responsible for maintenance
and removal of fallen trees and the contact information on who to call when a
resident experiences damage to their property.
A homeowner reported damage to the back of his property – multiple holes
in the siding that look like they were made by a pellet gun – will require
three sheets of aluminum siding be replaced. Was wondering if anyone else had experienced
a similar problem. A police report is in the process of being filed by the
homeowner. Karon reported that to date, there have been
no reports of damage of this nature to any other property.
Homeowners
present at the meeting thanked the board for their continuous hard work on
behalf of the community.
There
being no further business, the meeting was adjourned at 7:55 p.m. ·
Next
Meeting: The next Board of Directors
meeting is scheduled for October 10, 2022.
Minutes submitted by Secretary, Karon
Dennis “APPROVED” watermark
denotes Meeting Minutes approved 10-October 2022, as amended
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. May 9, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD ___________________________________________________________ The
meeting was called to order by the President, Robert Holland, at 6:35 p.m.Directors in
Attendance: Robert
Holland (President), Karon Dennis (Secretary), Wendy Bailey (Treasurer)
William Jackson (Non-Age Restricted), Sue Revelle (Member-at-Large)
and Cathy Jennings (Non-Age Restricted).
Quorum
present? Yes
Robert Welcomed the Homeowners in Attendance:
·
Rejane Jackson,
Nancy White, Linda Hooker, Paul Hooker, Julia Cain, Tim Haig Harig, Jarvis Cain, and
Terry Dunn. [8 Members present].
President’s Report:
· 2022 Board of Directors: Robert
confirmed the board of director’s appointment of officers noting one open
position as the role of Vice President.
· Status of Irrigation Annual Maintenance and Season
Schedule: There was delay in the annual
start-up due to a death in the owner’s family in Australia. There is a schedule
on the website [Maintenance of Common
Areas] which highlights the monthly work covered in our
contractual agreement that the contractor performs. There is a caveat however, that
if certain weather conditions prevail, work as outlined may be delayed or suspended.
For example, our weekly grass cutting occurs every Friday. It was not
accomplished last week because the grounds were so wet. This week we were
notified that the schedule must be moved forward to Wednesday or Thursday because
of expected rain on Friday. We appreciate how accommodating and flexible our
lawn contractor is in keeping our grounds thriving all year round.
· Community Yard Sale: Last week’s yard sale was
postponed due to weather, so the Spring event will be this Saturday, May 14th.
Our Fall event is set for October 1st with a rain date of October 8th.
· HOA Committees Notification: An action item
from our annual meeting was to provide our membership with a listing of the
committees established in Sleepy Hollow. An email communication was sent on
April 20, 2022, describing the different types and benefits of HOA Committees along
with a complete listing of active and inactive Sleepy Hollow Committees.
o Mr. Hooker, who
volunteered on the Irrigation Committee, reported that the response to issues
he has submitted via the Website have been managed quickly. The contractor has
responded the same day; he [Carl
Cottingham] does an amazing job of
monitoring. Also reported that 28100 Cross Creek Dr. needs extra heads because
of the yard size; has had communication with Auscare and the board on this
issue.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (March
7th), we have had nine (9) ARB requests submitted, reviewed, and
approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
03/07/2022
|
03/10/2022
|
28065 Cross Creek
|
· Landscaping
|
2.
|
03/08/2022
|
03/11/2022
|
6052 Tarry Town
|
· Concrete patio, gazebo & vinyl fencing
|
3.
|
03/22/2022
|
03/23/2022
|
28100 Cross Creek
|
· Planting backyard trees & painting shutters
|
4.
|
03/18/2022
|
03/25/2022
|
6033 Bell Creek
|
· Shed
|
5.
|
03/23/2022
|
03/27/2022
|
28060 Cross Creek
|
· Landscaping and stepping stones
|
6.
|
03/28/2022
|
03/29/2022
|
6038 Bell Creek
|
· Plantings and raised garden bed
|
7.
|
04/08/2022
|
04/08/2022
|
6199 Tarry Town
|
· Tree plantings along fence line
|
8.
|
04/19/2022
|
04/21/2022
|
5966 Fire Fly
|
· Paint back deck and add landscape area
|
9.
|
04/26/2022
|
04/30/2022
|
6013 Bell Cree
|
· Steel railings on back deck
|
· As a homeowner we want to add a black railing to our
front porch. Does that have to be presented to the ARB Committee? Cathy confirmed
that the improvement would need to be submitted to the committee via email at sleepyhollowmd@outlook.com. The request would be redirected to the committee for
processing.
o
Action
Item: Mr. Holland will forward to the homeowner the
name of the contractor who has installed railings in the community.
Secretary’s Report:
· Compliance with Title 11B of the Maryland Homeowner’s
Act: On March 19, 2022, we received an acknowledgement from new Board
Member, William Jackson, that he read and understood the terms set forth with
the State of Maryland regarding conducting board meetings.
· March Board
of Director’s (BOD) Minutes: A motion
was made by Wendy and seconded by Cathy to approve the March 7, 2022 meeting minutes
as published; motion passed unanimously.
o
Action Item: Karon to
remove the DRAFT watermark and add a
footnote to denote the date approved. Approved copies will be sent to each
Board member and posted on the HOA Website.
· Request for Contact Information: Karon
reported that letters were sent to three (3) homeowners requesting they
complete and return the HOA contact information sheet, so we have authorization
to communicate with them via electronic mail. These properties settled in
December 2021, January, and March 2022. The original document was included with
their welcome letter, so this is a second request for authorization.
Treasurer’s Report:
· Treasurer Position Transition: Wendy
publicly acknowledged that the transition of the Treasurer’s position would not
have been possible without Robert’s knowledge of procedures and QuickBooks. She
was very appreciative of his help with all the moving parts and expressed her
gratitude to both Robert and Karon for their time and assistance.
· Monthly
Report: The Balance Sheet as of April 30th
showed combined assets in our checking and savings accounts at $354,917.68 (●Bank of Delmarva [checking]
$792.10; ●Reserve Fund at Bank of Delmarva [checking] $88,468.58); ●Money
Market Bank of Delmarva [operating
account] $130,074.01; and ●Reserve Fund CD at
First Shore Federal $135,582.99. Our net income was $107,235.41.
·
Additional items listed on the Balance Sheet showed the current interest
rate on our accounts and an Interest Rate Comparison for Money Market and
Reserve Accounts at four (4) banks/credit unions.
Bank of Delmarva Reserve
Fund
|
0.18%
|
Bank of Delmarva Money
Market (holding account)
|
0.20%
|
First Shore Federal
Reserve Fund CD
|
1.00%
|
The yield that we are
getting on interest rates on our Reserve and Money Market accounts are less.
Data was collected at American Express, Alliant Federal Credit Union, Discover
Bank and Capital One and showed rates at 0.60%. Wendy asked if the Board would
like to entertain a discussion about looking to increase our return on that
money. Robert stated that we do not take time to discuss our thoughts back and
forth at this meeting but instead suggested we talk about it electronically. If
we come to an agreement, we can announce it at the next meeting providing discussion
points and decision made. Sue agreed it was a topic into which we should look. Wendy
indicated the rates will continue to go up and should be around $450-$600
additional in a years’ time. Robert noted that it was a matter of convenience
that the banking was set up this way [account closed and transferred from First Shore
Federal to the Bank of Delmarva to eliminate travel to withdraw]. Extra money is nice but to
consider breaking an account(s) to different banks requires you to travel to
those different banks because you cannot perform transactions electronically. Wendy
stated that those listed would have to be electronic transactions because they
are not “brick and mortar” institutions which is why we would get a higher
rate. Robert disclosed that in his conversation with the Bank of Delmarva, on-line
transactions could not be done on any account that required two-party
signatures; they could only be in-person or on the telephone. Robert asked that
the discussion be tabled so that the board could weigh the pros and cons before
making a decision that is best for the community. William asked that the
process be verified prior to the next meeting.
· Budget
Analysis: The year-to-date Budget Analysis delivered to the
Board reflected Total Income ($138,051.11) and Total Expenses ($30,815.70),
with a Net Income in our working fund at $107,235.41. The analysis showed
Actual versus Budget per line item. The Budget Target for the 4th month
is 33.33%. Items that have already reached budget are expenses that are paid on
a yearly basis.
· HOA Fee
Delinquency Recap: We have one (1) delinquent
property, and the home is in foreclosure. It has been two (2) years with little
activity; however, mail at that address is now being returned to by the post
office.
Committee Reports:
·
Welcome Committee: Since the beginning of the year, Sue reported that we have had eight
(8) new residents move into the community. Properties for sale have been
turning quickly however we may see a change with mortgage rates and
construction costs going up.
Unfinished Business:
· City of Salisbury – Pet Waste Station program
availability: Robert reported that communication with the city
indicated that they provide and maintain a pet waste station within the City Park
Dog Park area, but they are not aware of any planned pet waste program that
expands beyond this puppy recreation area.
· HOA Board Task Reassignments: An update on
the reassignment status of duties was provided.
TASKS MANAGED
BY HOLLAND
|
REASSIGNMENT
OF RESPONSIBILITY
|
PRESIDENT
|
Robert Holland continued appointment
|
VICE PRESIDENT
|
[Currently Remains Open]
|
TREASURER
|
Wendy Bailey
|
BOOKKEEPER
|
Wendy Bailey
|
ARB COMMITTEE
|
Cathy Jennings
|
LAWN COMMITTEE
|
Delmarva Lawn Care
|
IRRIGATION COMMITTEE
|
Delmarva Lawn Care
|
ANSWERWING SERVICE
|
Robert Holland
|
MAIL PICK-UP
|
Wendy Bailey; William Jackson—Alternate
|
PLACEMENT OF NOTIFICATION
SIGNS
|
Sue Revelle
|
o Action Item: Robert requested that Wendy contact the USPS
and determine the number of keys we are supposed to have; he recommended that
we have a minimum of four (4) keys. Currently, there are two (2) keys held by
Wendy and Karon. Wendy will get a key to William and maintain a key assignment
log.
· Ice Cream Social: Robert reported that the social
is still anticipated for Sunday, August 14th. Updates will be
provided as we get closer to the event.
New Business:
None
Open Discussion: Homeowners Concerns/Comments:
The
floor was opened for general questions and comments.
Are all the lots sold within Sleepy Hollow? Yes, all open lots and those under construction are
owned by Amber Ridge II, with one exception (6060 Bell Creek Drive) which
is privately owned. Concern expressed about the grass cutting; Bill
Martin (Developer) always kept the properties clean and well-kept. Robert
reported that he had recently sent a letter to Amber Ridge and the private
homeowner that their respective lot(s) need cutting and cleaned up. Amber Ridge
quickly acknowledged; no response had been received by the private member.
So, a lot that is empty has no irrigation? Clarification made by Robert: A vacant lot that is a building lot does not
have irrigation except for the shared heads that are at the houses next door.
The builder has an irrigation contractor who installs all the sprinkler heads
and puts a turn up (pipe) out of the ground when the build phase is ready. They
then contact and pay the HOA irrigation contractor to make the connection so
that it works. A new resident confirmed the process as stated. The HOA contractor
recommended they get additional heads and the builder’s irrigation contractor
installed them and the HOA contractor came back and adjusted.
Homeowner reported the lot next door to their property has no
irrigation and a 1/3 section of their yard has no irrigation either. The
previous owner of 16 years contracted a landscaper that we continue to use. We repeatedly
tell them that they must go all the way over to the empty lot to mow our
property – they only cut around the house. A big part of our yard does not have
grass and the lot next door is weeds. To clarify Robert stated, the lot to the right of your property is a
vacant lot. Correct. The area you are speaking about is a part of
your property and because you have a corner lot it goes all the way over to the
corner. That is not the problem – the plot of land near the vacant lot,
has no irrigation. They (developer) only put irrigation around the house,
including the side of our lot because it is a corner house. We had the property
surveyed (was not previously done) and that entire section next to the vacant
lot was not included when the irrigation system was installed.
o
Action Item: Robert agreed
to look at the property because it was his understanding that the concern was
the left side of the house; the HOA response was based on that information. If
it is a case where it is supposed to be shared heads, then we will see if there
is something we can do about it. If it can be determined that there is
something missing or not working, then we can consider that.
As a new board member, William noted there is a series of wells and
pumps around the subdivision that draw for the irrigation. What is the plan of
the HOA to maintain those wells and pumps? How long has it been since those
wells and pumps have been worked on and is there a plan in terms of budgeting
that so many will be done each year?
The Reserve Fund covers high dollar expenses like replacing wells, well pumps, and
parts of the irrigation system. Will there be an annual cost for the
homeowners? No – it is part of the Reserve Fund. The caveat, each year
through dues every homeowner pays their portion of the budget. There is an
amount of money set aside in the budget for the Reserve Fund which covers
things outside of irrigation like clocktower repairs, sidewalks in common areas
and other infrastructure items. As far as maintenance, the irrigation company
checks and services the system on an annual basis. Wendy stated we are required
to do an official study of reserve funding. There was a fair amount of work
done initially that looked at the life expectancy on the wells, sidewalks, and clocktower
so at one point it was around $20,000 a year. Expect that we are due for an in-depth
review, especially for the storm water management system; because of Robert’s
knowledge so much work has been done on ponds that we might be over reserving. There
were not any serious issues reported in our last inspection because we had
dealt with sedimentation issues. Robert also stated as a follow-up on wells, that
initially we had two wells/pumps that had too many zones on them. The board at
that time determined that they needed a second well for those two locations. That
is why at those two locations there are two wells to split the zones. It costs
approximately $17,000 to drill a new well and replace a pump.
o
Action Item: Karon to
forward an electronic copy of the initial Reserve Fund Analysis and a map of
the well locations to William for his review and information.
o
Action Item: Wendy
suggested that we look at the Reserve Fund this summer before preparing the
budget.
Homeowner summarized that most of his concerns about the irrigation have
been spelled out. When the contractor comes to hook up the system will he be
able to look at and consider my suggestions as to where I might think another head
might be placed? The person who
comes to hook it up the system [HOA contractor] will start the system
and ensure that it is running properly and adjust any heads as needed. If they
recommend additional heads, you then contact the builder’s contractor to
request the additional head(s). The builder’s contractor would install any new
additional heads. (NOTE: This process was confirmed by a new homeowner who
recently had their property hooked up.)
Is there any information on the lot beyond the stop next to the Raynor
Lane property? His realtor advised him that it was land locked. When this property was built the intent was that they
were going to buy the farm and continue it on through. In 2008, everything fell
out. There used to be a red sign that said “dead end street” but the tree guy may
have torn it up and got rid of it. If so, the city might replace it. There is
no plan now for anything to happen beyond that property ends which is the
farmland.
o
Action Item: Robert to
contact the City of Salisbury to determine if the former sign can be replaced.
There
being no further business, the meeting was adjourned at 7:38 p.m.
·
Next
Meeting: The next Board of Directors
meeting is scheduled for July 11, 2022.
Minutes submitted by Secretary, Karon
Dennis
“APPROVED” watercolor mark
denotes Meeting Minutes approved 11-July 2022, as amended
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. March 7, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD ___________________________________________________________
The meeting followed the
adjournment of the Annual Homeowner’s Association Meeting and was called to
order by the President, Robert Holland, at 7:37 p.m.
Directors in Attendance:
Robert Holland (President/Acting Treasurer), Karon
Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey Member-at-Large),
Cathy Jennings (Non-Age Restricted) and newly installed member
William Jackson (Non-Age Restricted).
· Quorum present? Yes
Robert
welcomed the Homeowners in attendance:
There were three (3) members
in attendance: Evan Lane, C. Paul Hooker,
and Linda Hooker.
President’s Report:
· 2022 Board of
Directors – Officer Appointments: The Board voted to designate officer
positions at the first meeting of the new board. We currently have six (6)
board members.
o
Incumbent Sue
Revelle and new nominee William Jackson ran unopposed
o
William’s
position on the Board is confirmed as a Non-Age Restricted Member, whose term expires
in 2025.
The
Board Members unanimously agreed to 2022 – 2023 appointments as outlined below.
2022 Officers
|
|
President
|
Robert Holland
|
Vice President
|
[open]
|
Treasurer
|
Wendy Bailey
|
Secretary
|
Karon
Dennis
|
NOTE:
(a)
The Vice
President’s position oversees the Architecture Committee chair. Cathy Jennings is
currently on the Architecture Review Board (ARB) Committee and stated that she
would think about the Vice President’s position.
(b)
Sue Revelle will
remain as the Welcome Committee Chairperson.
· Discussion of HOA Board Tasks: Robert passed
out a list of the duties he currently performs. A discussion followed with
reassignments as shown below. Ideas regarding lawn and irrigation reporting are
in the process of being worked out with the HOA lawn contractor. The board was
asked to continue to review the list and provide any feedback.
TASKS MANAGED BY HOLLAND
|
REASSIGNMENT OF RESPONSIBILITY
|
PRESIDENT
|
Robert Holland continued appointment
|
VICE PRESIDENT
|
|
TREASURER
|
Wendy Bailey
|
BOOKKEEPER
|
Wendy Bailey
|
ARB COMMITTEE
|
|
LAWN COMMITTEE
|
|
IRRIGATION COMMITTEE
|
|
ANSWERWING SERVICE
|
|
MAIL PICK-UP
|
Wendy Bailey; William Jackson--Alternate
|
PLACEMENT OF NOTIFICATION
SIGNS
|
Sue Revelle
|
Treasurer’s Report:
· Monthly
Report: The Balance Sheet as of March 7th disclosed
combined assets in our checking and savings accounts at $358,486.96 (●Bank of Delmarva [checking]
$2,365.73; ●Money Market Bank of Delmarva [operating account] $132,442.47; ●Reserve
Fund CD at First Shore Federal $135,249.50 and ●Reserve
Fund [checking] at Bank of Delmarva $88,429.26).
With an accounts receivable adjustment (-$85.00), the Total Current Assets are
$358,401.96.
· Profit and
Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March
7, 2022) delivered to the Board under separate cover showed Total Income ($133,448.26)
and Total Expenses ($22,569.07), with a Net Income in our working fund at
$110,879.19.
Is
the Reserve Account at the Bank of Delmarva a money market? No. Wendy indicated that we may be able to secure a
higher interest rate through the credit union. A study may be done to determine
if we can secure a better interest rate at another institution for presentation
to the board later.
o
Action Item: Robert to provide Wendy with the current interest rates on the HOA money
market accounts.
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The following changes to
paragraph, in part, were recommended to the October 11, 2021, recorded minutes
distributed to homeowners via electronic mail on November 3rd and
posted on the website.
Correction
on references to “sinkhole” shown in strikethrough and red under Open Discussion: Homeowner’s Concerns/Comments, excerpt
follows:
o
Wendy
brought to the board’s attention that the Post Office has reported that there
are places within the community where the road is caving in. When it becomes a
delivery issue, the carrier will not deliver the homeowner’s mail. USPO has
recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months
ago to have the street repaired (sink whole sinkhole).
City workers look at it, put asphalt on top and within two weeks the hole/sink
sinkhole reappears….
Sue
made a motion to approve the Draft of the October 11, 2021, minutes, as amended
above. Cathy seconded the motion and stands approved.
o
Action Item: Karon to
remove the DRAFT watermark, amend the
sections disclosed above and add a footnote to denote the date approved, as
amended. Approved/amended copies will be sent to each Board member and posted on
the HOA Website.
Open Discussion: Homeowner’s Concerns/Comments:
With the current increase of fuel in today’s market,
Wendy asked if the Board should discuss being proactive and consider offering a
fuel subsidy to our Lawn and Irrigation Contractor, Delmarva Lawn Care. Robert reported that he
spoke to Carl Cottingham who stated he had no intension of requesting/imposing
a fuel charge during this contract that runs through 2023. It is expected,
however, that the rates will go up with the next bidding process.
· There being no further questions, the meeting was
adjourned at 8:05 p.m.
· The next scheduled Board of Director’s meeting is May 9, 2022.
Minutes submitted by Secretary, Karon Dennis
“APPROVED” watercolor mark denotes Meeting Minutes approved 9-May, 2022
2021
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. October 11, 2021
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________
The
meeting was called to order by the President, Robert Holland, at 6:35 p.m.
Directors in
Attendance:
Robert
Holland (President/Acting Treasurer),
Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey (Member
At-Large) and Cathy Jennings (Non-Age Restricted).
o
Quorum present? Yes
Robert Welcomed the Homeowners in Attendance:
·
Jarvis Cain, Julie
Cain, Pat Santoni, Vonnie Williams, Curt Williams, Nancy White, Linda Hooker,
Paul Hooker, Harold Brown, Dottie Harris, Geoff Harris, Susan Rainy, Roy Sowers
[13 Members present].
President’s Report:
· Ice Cream Social: Rescheduling this event three
times was not magical. We tried and tried but could not pull it off because of
weather conditions. It is the Boards hope that we will be successful in
securing a time next year to bring the community together.
· Reminders Documented for the Meeting Minutes: (1) When you park your vehicle on the street, make
sure you are parking in the right direction. If the police happen to drive
through the neighborhood or someone has called/filed a complaint, homeowners
can be fined. (2) RVs or boats cannot be parked in the driveway or street for
an extended period. (3) The City Police Department is responsible for street
parking violations and may give a warning, however, they can issue a fine
between $25-$40 for these violations.
· Yard Sale: Had a wonderful day for this event with several
homeowners within the neighborhood showing all their treasures for sale they no
longer want or need.
· Irrigation and Lawn Services: Robert
expressed that the services this year has gone well and improved over the year.
Delmarva Lawn Care is a small company, but they have been very responsive.
o
We have
lots of sand burs everywhere on Tappan Lane. Robert clarified that the HOA provides general lawn
maintenance. We fertilize, spray for certain weeds (broadleaf, clover). He
would, however, ask Carl to perform an inspection and advise his
findings/recommendations.
o
When it
rains on Friday (our scheduled grass cutting day), do we have to wait until the
next week to get the grass cut?
If missed on Friday and the grounds are dried out enough by Monday or Tuesday, the
lawn contractor will cut it then. If it is too wet, you will see a delayed
sequence. Carl monitors the weather constantly—if there is going to be a heavy
rain Friday, he will cut on Thursday.
o
Last topic is the
weed called nutsedge. In the past, the HOA was spraying for nutsedge which
turned every yard brown. The problem with nutsedge is when you spray and kill
it, you need to overseed in seven (7) days. There was no policy to overseed.
The current Board took nutsedge out of the lawn and maintenance contract and
advised homeowners at that time to contract a lawn service if they continued to
have an issue with this weed.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (July
12th), we have had five (5) ARB requests submitted, reviewed,
and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
07/26/2021
|
07/27/2021
|
5917 Tappan
|
· Master Bathroom Window Removal
|
2.
|
07/31/2021
|
08/05/2021
|
6095 Tarry Town
|
· ARB Waiver Approved on Painting Shutters & Door
|
3.
|
08/12/2021
|
08/12/2021
|
6001 Fire Fly
|
· Repaint Shutters & Door; Paint Chip provided; No
letter required
|
4.
|
09/02/2021
|
09/08/2021
|
5922 Tappan
|
· Approved Privacy Fence
|
5.
|
09/25/2021
|
09/28/2021
|
5970 Tappan
|
· Approved Shutter Painting
|
IMPORTANT NOTE
for future reference regarding exterior painting of shutters and doors:
o
If you are
painting like-for-like color, such as black for black, no ARB approval is
required.
o
Any variation from the existing HOA approved color pallet, regardless
of how close and without exception, the homeowner must supply the ARB
Committee an exact color paint chip matching the desired hue when submitting
their written request for approval.
Secretary’s Report:
· July Board of
Director’s (BOD) Minutes: The Board
unanimously approved the motion made by Wendy and seconded by Cathy, to approve
the minutes from the July 12, 2021 meeting.
o
Action Item: Karon to
redistribute the approved minutes to all the Board Members and update the
Website.
· Record of Executive Session: Karon
reported to the members present that the Board went into Executive Session on July
14, 2021, to review a written request from Delmarva Lawn Care, LLC specific to
the HOA’s Landscape Management Contract for a one (1) year extension to include
the calendar year 2023. Delmarva Lawn Care planned to make a large investment
in equipment to perform fertilizing and herbicide treatments in 2022 rather
than contracting the work to an independent company. The contract extension
would assist them in recapturing their investment. The Board acted by unanimous
written consent to accept the request to extend the Landscape Management
Contract dated 1-September 2020 to include an extra year for the period January
1, 2023 through December 31, 2023. The 2023 annual contract cost would stay the
same as in 2021 and 2022. All other terms and conditions remain unchanged and
will continue in force through the denoted extension period. The Record of
Executive Session minutes were distributed to the Board of Directors on July 16,
2021. Sue motioned to approve the Executive Session minutes; seconded by Wendy.
The minutes stand approved as written.
Treasurer’s Report:
· Monthly
Report: The Balance Sheet as of October 10th
showed combined assets in our checking and savings accounts at $282,876.02 (●Bank of Delmarva [checking]
$1,264.66; ●Money Market Bank of Delmarva [operating account] $93,095.28; ●Reserve
Fund CD at First Shore Federal $134,909.45 and ●Reserve
Fund [checking] at Bank of Delmarva $53,606.63).
With an accounts receivable adjustment (-$1,175.60), the Total Current Assets
are $281,700.42.
o
Wendy inquired as to what would cause the negative
Accounts Receivable (AR) balance of $1,175.60? Money that has not been
reconciled for payment of fees.
o
Action Item: Robert to get back to the
Board on this issue. COMPLETED 10-21-2021
The HOA CPA
reviewed the Balance Sheet. The negative AR amount was the result of (1) a
homeowner who paid their 2022 HOA assessment in advance, and (2) other small
credits. Robert will make an adjustment when the 2022 bills are processed in
December.
· Profit and
Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1–
October 10, 2021) delivered to the Board reflected Total Income ($140,379.54)
and Total Expenses ($97,276.93), with a Net Income in our working fund at $43,102.61.
o
If you have a catastrophic event of some kind, like
something happened to one of the ponds, what would you fall back on? The Reserve Fund. Apart
from large-scale maintenance and repair projects, HOA reserve funds are used in
case of unexpected damage and emergencies. We have $228K in reserve now. A
reserve plan based on life expectancy of every component was initially set-up.
· Annual
Reserve Fund Contribution: The 2021 contribution of
$16,321.00 was transferred from the Money Market Account to the Reserve Fund
Account in the name of The Villages at Sleepy Hollow HOA on September 7, 2021.
· HOA Fee
Delinquency Recap: For July we had two (2) delinquencies for
the calendar year – one (1) sent to collection agency and one (1) property in foreclosure.
Robert reported that the account sent to collection was paid in full, including
penalties/attorney’s fees. The other property (5952 Tappan Lane) remains in
foreclosure (HUD – reverse mortgage).
· 2022 Proposed
Budget – Review and Approval: The Preliminary Budget and Budget Comparison
was distributed to the members in attendance [See ATTACHMENT I and ATTACHMENT II made
a part of these minutes].
o
Robert highlighted
the changes from 2021 versus 2022: (a) Increases in General Expense line items Audit ($50), Insurance – Liability and Bond ($116) Post Office Box Rental
($40); Web Page ($384); (b) Decrease
in annual Reserve Fund Contribution (-$1,679)
~~see note below re Addendum to Reserve Fund Analysis.
o
Are all
sidewalks covered under the Snow Removal expense? No. Snow is only removed on the common area
sidewalks; removal is done by the lawn care servicer.
o
An increase in
the number of homes in the Non-Age Restricted Area went from 95 to 103. NOTE: All of
the lots in the community have been sold; total number of homes equals 193.
o
Assessment
comparison from 2021 versus 2022 …
Dues Assessment
|
2021
|
2022
|
Age
Restricted (90 homes)
|
$1,083
|
$1,076
|
Non-Age
Restricted (95 vs 103 homes)
|
$ 394
|
$ 387
|
o
An Addendum will
be generated and affixed to the Reserve Fund Analysis to show that no increase
was required for the 2022 Reserve Contribution of $18,821 but was instead
reduced by the sum of $2,500 in recognition of the expected 2022 Interest on Reserve Fund CD. As a
result, the 2022 net contribution for the budgeted line-item Reserve Fund Contribution is shown as
$16,321. Karon requested a motion to approve the Addendum for a reduction of
the 2022 Reserve Fund Contribution to $16,321 considering the interest to be
received. The motion was made by Sue and seconded by Wendy.
o
Wendy
complimented Robert on his preparation of the new budget and budget comparison.
o
Can we get
a copy of the actual expenses versus proposed budget that shows what has been
spent to date? The Treasurer presents the Board with a Profit and
Loss Statement at each meeting that shows the actual expenditures compared to
the budgeted amount. At year-end, homeowners receive a copy of the Profit and
Loss Statement in their Annual Packet (sent by 31-January of the new year)
which shows the revenues and expenses and resulting profit or loss over the
previous calendar year.
Robert requested a motion
to approve the 2022 Preliminary Budget. Motion was made by Cathy and seconded
by Sue.
· Robert hand delivered to each board member a copy of
the Accountant’s Compilation Report for the year ended December 31, 2020, as
prepared by Philip P. Wheatley, CPA, LLC, Certified Public Accountant.
Committee Reports:
·
Welcome Committee: Sue reported there have been 13 new
homeowners move to Sleepy Hollow since the first of the year. She was also
happy to report that the committee has secured new literature for the welcome
bags!
Unfinished Business:
· Status Update – Delmarva Power – Vegetation Management
Project: DP&L’s contractor, Asplundh Tree Service,
completed the trimming of trees and/or other vegetation from the Pemberton 2
Substation at the back of Tappan Lane through DP&L’s right-of-way corridor
along Van Tassel Way, Bell Creek Drive and Cross Creek Drive. The project was completed
in mid-August.
· Status Update – Storm Management Systems – Spraying
Invasive Vegetation: Two bids for spraying invasive growth around
the pond rip rap was offered by several companies and ranged from $5,000 or a
yearly plan for 3 years. Presently our lawn service contractor is weed-whipping
the areas and spraying dry rock with Roundup which is working very well.
New Business:
· Tree Trimming – Storm Management Systems: Robert
reported he is in the process of securing two (2) bids for tree services to do
minor trimming around the front pond (wild willow) and any other pond that may
have overgrowth.
Open Discussion: Homeowners
Concerns/Comments
The
floor was opened for general questions and comments.
Wendy brought to the board’s attention that the Post Office has
reported that there are places within the community where the road is caving in.
When it becomes a delivery issue, the carrier will not deliver the homeowner’s
mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of
Salisbury four months ago to have the street repaired (sink whole) sinkhole. City
workers look at it, put asphalt on top and within two weeks the hole/sink
sinkhole reappears. Mr. Williams suggested that Sue file the complaint via The City of
Salisbury’s website – fill out the form and you get an acknowledgement. The
issue is then tracked, and you can comment if the issue is not corrected and/or
add a picture to highlight ongoing issues.
Do we send annual HOA bills via email? No; usually
get complaints that they did not receive the bill.
Mr. Williams expressed his gratitude to Robert and the Board for
getting rid of the geese. It has been a great pleasure walking outside and not
having to watch every step he takes.
There
being no further business, the meeting adjourned at 7:48 p.m.
·
Next Meeting: The next Board of Directors meeting is scheduled
for March
7, 2022.
Minutes submitted by Secretary, Karon
Dennis
“APPROVED” watercolor mark
denotes Meeting Minutes approved 7-March, 2022, as amended
Board of Director’s Meeting Minutes
The Villages
at Sleepy Hollow Homeowner’s Association, Inc.
July 12, 2021
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________
The
meeting was called to order by the President, Robert Holland, at 6:35 p.m.
Directors in
Attendance:
Robert
Holland (President/Acting Treasurer),
Karon Dennis (Secretary), and Cathy Jennings
(Non-Age Restricted). Absent
from the meeting were Sue Revelle (Member
At-Large) and Wendy Bailey (Member
At-Large).
Quorum
present? Yes
Robert Welcomed the Homeowners in Attendance:
·
Amy Clark (Bennett),
William Bennett, Jarvis Cain, C. G. Williams, James Ellis, Bunny Twiford; Allen
Twiford, Rejane Jackson, Debbie Dukes, Tony Santoni, Keith Bounds, Roy Sowers. [12
Members present].
President’s Report:
· Resident Geese/Mallard DNR Update – 6/25/2021: We
entered into an agreement with the Department of Natural Resources (DNR) regarding
Wildlife Damage Management to try to prevent pollution in the ponds which we must
combat with chemicals, and the potential impacts to human health in the
community from the presence of goose nesting contributing to unacceptable
accumulations of feces. Action took
place on June 25th. Geese
will return in a manner of time. If they
accumulate in a large number, the board will consider taking a similar
action. Further, the DNR are looking at
how we can mitigate the extreme number of mallards that we have (approximately
80). DNR advises against feeding. Refer to attached Exhibit (A) –
Sign – YOU CAN HELP WATERFOWL. Upon reviewing their recommendations, the
board will do what they feel is best for the community and move forward.
· Irrigation and Lawn Services: Robert
expressed that the services this year appear to be going well. Occasionally something will fall through,
especially with aging parts in the irrigation system. In a more proactive manner, we have
instructed the irrigation contractor to replace any damaged part(s) they
encounter. Carl Cottingham, owner of the
lawn service company, continues to be responsive when homeowners report issues.
Robert reminded everyone about the procedure to report issues via the HOA
website, stating the importance of having the paper trail of issues. If you do not have a computer, issues should
be reported via the HOA phone at 410-430-9544. For tracking purposes, a service request will
be initiated on the homeowner’s behalf by the HOA representative answering the phone.
· City of Salisbury – Nuisance Trees or Plant Growth: The
City Inspector was around the community and subsequently contacted the HOA
about trees that would be considered violations because they are below the 7
feet above sidewalks or below 14 feet above the roadway. [Reference City Code 8.09.020 – Definition
of nuisance tree or plant growth] Of the trees identified, the HOA was
responsible for trimming one on the roadway on Cross Creek Drive and a couple
of trees over the sidewalk adjacent to Sleepy Hollow Drive. Should a homeowner encounter a tree where they
must duck their head to continue walking, we ask that they report its location
on the website. A member of the
Landscape Committee will look at the tree and take the appropriate action to
get it trimmed.
· Damaged Tree in Common Area on Pemberton Drive: We lost a huge
sycamore tree at the front pond on the frontage road (Pemberton Drive) during a
recent storm. Adams Tree Service was
contracted to remove the tree (cut and grind stump).
· Delmarva Power & Light– Vegetation Management Project: A contractor notified the Board that the
growth needs to be cleared on the side of our community that backs up to the Pemberton
2 Substation (behind the cul-de-sac on Tappan Lane) and the property
where the high line goes through. Robert
reported that he signed a permission slip to have DPL and its contractors to
enter onto the property to cut, trim and/or remove the vegetation. We are
supposed to be notified when the work is scheduled to be done so that we can
inform the homeowner’s surrounding that area of the planned activity. DPL will not access anyone’s yard; work will
strictly be done on the right of way. It is not known at this time when the
work will commence.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (May
10th), we have had three (3) ARB requests submitted, reviewed,
and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
05/17/2021
|
05/17/2021
|
6096 Fuller Lane
|
· Landscaping
|
2.
|
05/20/2021
|
05/25/2021
|
6038 Bell Creek
|
· Swing Set Installation
|
3.
|
07/04/2021
|
07/05/2021
|
6095 Tarry Town
|
· Repainting Shutters/Door–No approval required
|
o
Is there a
list of colors for painting shutters and doors? There is no
list of colors. Originally the paint
came from Duron Paint Store, now it is Sherwin-Williams. When it was Duron, you could go in and ask
for Ruark & Martin paints, but now you must take a chip to Sherwin-Williams
to match your color. If you have black shutters and you want to repaint them
black, no ARB approval is required. Should you wish to paint your shutters outside of their original color,
the color needs to be submitted to the ARB Committee for approval before the
project commences.
o
If you are
connected to another townhome (duplex), can you choose your own color? The Board
hopes that both residents in the duplex (or quads) would agree to a color so
the units would remain uniform. If the color is different from the current
spec, a request for a new color should be submitted to the ARB Committee via
email or post office box.
Secretary’s Report:
· Compliance with Title 11B of the Maryland Homeowner’s
Act: On May 23, 2021, we received an acknowledgement from new Board Member,
Cathy Jennings, that she read and understood the terms set forth with the State
of Maryland regarding conducting board meetings.
· May Board of
Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 10, 2021
recorded minutes distributed to homeowners via electronic mail on May 20th
and posted on the website.
(1) Spelling
correction in strikethrough and red under New Business: l Verification of Rear Property
Lines / Concerns
o
Is that
survey for one plot or for the parameter perimeter of the pond? (2)
A correction in wording under
Open
Discussion: Homeowners Concerns/Comments
o
Lawn care
contractor seems to be better, but question getting them to lower the mower
settings – worse thing you can do for clover a lawn.
A
motion was made by Robert to approve the Draft of the May 10, 2021 minutes, as
amended above. Motion was seconded by Cathy
and stands approved.
o
Action Item: Karon to
remove the DRAFT watermark, amend the
sections disclosed above and add a footnote to denote the date approved, as
amended. Approved/amended copies will be
sent to each Board member and posted on the HOA Website.
· Record of Executive Session: Karon
reported to the members present that the Board went into Executive Session on
June 22, 2021, to review the Cooperative Service Agreement from the
Department of Natural Resources (DNR) to cooperate in a wildlife damage
management project for Resident Canada Goose Damage Management. The Board acted
by unanimous written consent to accept the work plan from the DNR (not to
exceed $3,346.64). The minutes were
distributed to the Board of Directors on June 29, 2021. Cathy motioned to approve the Executive
Session minutes; seconded by Robert. The
minutes stand approved as written.
Treasurer’s Report:
· Monthly
Report: The Balance Sheet as of July 11th showed
combined assets in our checking and savings accounts at $310,029.05 (●Bank of Delmarva [checking]
$908.43; ●Money Market Bank of Delmarva [operating account] $96,492.44; ●Reserve
Fund CD at First Shore Federal $134,570.26 and ●Reserve
Fund [checking] at Bank of Delmarva $78,057.92). With an accounts receivable adjustment (-$1,165.60),
the Total Current Assets are $308,863.45.
· Profit and
Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1–
July 11, 2021) delivered to the Board reflected Total Income ($139,097.80) and
Total Expenses ($68,832.16), with a Net Income in our working fund at $70,265.64.
· HOA Fee
Delinquency Recap: We have two (2) delinquencies for the
calendar year – one (1) sent to collection agency and one (1) property in foreclosure.
Committee Reports:
·
Welcome Committee: No status report was available at this meeting, however, we surveyed
those new homeowners present to determine if they had been greeted by the
committee. During the Open Discussion period of the meeting, Cathy captured the
names of those new homeowners who had not yet been contacted by the Welcome
Committee.
Unfinished Business:
·
City of
Salisbury – Renewable Electricity Project – 2019: The
streetlights within Sleepy Hollow were transitioned over to LED in conjunction with
a renewable electricity project conducted by The City of Salisbury. The City’s
project started in October 2019 and stopped after completing approximately 75%
of the conversion. They were able to
resume the project after receiving the rest of their grant funding. The remaining lights in the Non-Age
Restricted section of our community have now been converted to LED. The streetlights are City property; the cost
of this conversion was borne by the City at no cost to Sleepy Hollow.
New Business:
· Spraying Invasive Vegetation, as needed, in Ponds: (a)
Robert reported he has been in
contact with multiple contractors to get quotes for weed control in all five
(5) ponds to include spraying all riprap rock (swales) and cutting back grasses
and branches from the drains in all ponds. Two quotes received ranging from $2,800 to $5,200. Search for a reasonable cost bid for “just
cutting weeds” is still ongoing. (b) While inspecting the ponds, it was
discovered that the riprap was sinking in four (4) locations around Tappan,
Bell Creek and Van Tassel. To help
stabilize the shoreline and prevent any further erosion, a motion to have our
contractor repair/add riprap to each location at a cost of $500 per location (not
to exceed $2,000) was made by Karon and seconded by Cathy to carry the
motion. The cost to raise the swale
would be borne by the maintenance of Stormwater Management Systems under our
Reserve Fund.
· Well #2 and #2B near Van Tassel – June: The
two (2) wells on Van Tassel are about 15 and 8-10 years old. The pump on the “younger” well (#2B) had to
be replaced at a cost of $6,200. While
the contractor was working, the older pump (#2) began to malfunction. After an inspection, they performed an acid
wash to clean all the dirt in the filter and screen that is 100 feet
underground; this action corrected the water flow ($2,500). The main reason that underground piping fails
is due to friction from trying to push too much water through or bad glue
joints. Our irrigation contractor has adjusted for a 2 second delay so when the
pump starts it does not get all the pressure at once.
· Social Event – Ice Cream Truck: Robert
reported we are trying to get an ice cream truck for a couple of hours in late
August or early September. Be on the
lookout for an invitation!
Open Discussion: Homeowners
Concerns/Comments
The
floor was opened for general questions and comments.
What was the surveyor outcome in the dispute about a flower bed being on
common area or the homeowner’s yard? The survey showed approximately 90% of the
flower bed was within the homeowner’s property line and 10% was on common area.
The homeowner will maintain the flower beds. There
being no further business, the meeting was adjourned at 7:19 p.m.
·
Next
Meeting: The next Board of Directors
meeting is scheduled for October 11, 2021.
Minutes submitted by Secretary, Karon
Dennis
"APPROVED' watermark denotes Meeting Minutes approved on 11-October 2021
Exhibit (A)
Sign – YOU CAN HELP
WATERFOWL

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